Center Project Post Award Financial Management Roles & Expectations within Discovery Park --- 11/14/11
Center Business Manager/Director of Financial
Affairs (Center/Lead BM/DFA)
Project Manager (PM)/Operations Manager
(OM)/Managing Director (MD)
Non-Lead Department Business Office (BO) for
Co-PI
Sponsored Program Services (SPS) PostAward
The Center BM/DFA provides the leadership in the overall
financial management of the project working closely with
the D/PM/OM/MD. The Center BM provides information
and makes requests of SPS staff and Departmental BOs
who have Co-PI’s working on the project. The Center BM is
responsible for assisting with any Human Resource tasks
for individuals that are hired within the Center’s
organizational unit and for payroll, purchasing, etc that is
charged to an internal order where the Center is the
responsible cost center.
The PM/OM/MD assists the PI in managing the
project or portfolio of projects. This includes
coordinating with the Center Business Manager on
financial management items. The PM/OM/MD
communicates items to the Co-PI’s that have
Departmental BOs managing their sponsored
program account and should have firsthand
knowledge of the research project.
The Department BO manages the Co-PI’s and PI’s
departmental sponsored program account for center
projects. Their main interaction is with the Co-PI’s
and the Center BM/DFA and SPS. They could also
interact with the PM/OM/MD. Departmental business
managers are responsible for hiring/payroll actions
within their organizational units and expenditures
placed on their internal orders.
SPS Account Management staff are responsible for
the post award management of a project from
account set-up to closeout. Their main interaction is
with the Center BM/DFA, the Departmental BO and
sponsor. SPS is the main liaison with the sponsor for
financial items. They could also interact with the
PM/OM/MD.




Account/Grants Management
o Allocate project budgets with SPS
o Verify cost sharing sources with SPS
o Prepare projections-expenditure reports
o Meet with /PM/OM/MD to review and
identify concerns/issues. Coordinate
changes with other business offices
o Interface with SPS regarding subcontract
billings
o Review account set-up (IO’s, SP’s, &
grant) per Departmental New Account Setup Checklist
o Review & confirm charges are posting
appropriately at various stages of the
project (i.e. F&A is charging at correct
rate, Grad Fee Remits are being charged
if appropriate, Subcontract expenses are
posting if applicable, effort expended is
consistent with proposal
o Review grants on Notice To Proceed
o Review expiring accounts and resolve
outstanding issues
o Assure that SPS accounts are ready for
financial reporting (at closing)
o Recharge center review – complete all
billings, projections, revised rates, etc.
o Review FMBB transfers for cost sharing
Account/Grants Management
o Review/approve/modify proposed
project budgets with Center BM & PI.
o Monitor cost sharing distributions at high
level
o Meet with PI & Center BM to review
projections &identify concerns/issues
o Coordinate changes with other business
offices and Co-PI’s
o Assist with budget revisions working with
Center Business office
o Interface with Subcontractors; review/
approve/deny subcontract invoices
o Assist with Animal and Human Subjects
Protocols
o Assist with import/export control
protocols
o Assist with proper allocation of costs
recharge billings as required
o Assist with post award site visit as
required
o Link/coordinate research focus areas
o Firsthand knowledge of general
research activities
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Account/Grants Management
o Review proposed grant budgets
established for Co-PI’s
o Manage cost sharing
o Prepare projections for Co-PI’s
o Meet with Co-PI’s to review and
identify concerns/issues.
o Communicate issues and concerns to
Center BM &/or PM.
o Review account set-up (IO’s, SP’s, &
grant) per Departmental New Account
Set-up Checklist
o Review & confirm charges are posting
appropriately at various stages of the
project (i.e. F&A is charging at correct
rate, Grad Fee Remits are being
charged if appropriate, Subcontract
expenses are posting if applicable,
effort expended is consistent with
proposal
o Review grants on Notice To Proceed
o Review expiring accounts and resolve
outstanding issues
o Assure that SPS accounts are ready
for financial reporting (at closing)
o Recharge center review – complete all
billings, projections, revised rates, etc.
o Review FMBB transfers for cost
sharing
Account/Grants Management
o Establish the accounts in the system
per Center BM request
o Ensure budget categories agree with
approved budget
o Establish subcontracts
o Establish cost sharing budgets in the
system (allocate according to Fiscal
Year on Form 32
o Prepare FMBB to transfer funds to
cover fringe/grad fee remits from the
central reserve
o Run FMEDDW to confirm budgets
posted correctly on grant relevant and
not-relevant
o Receive invoices from subcontractors
and process payments
o Verify F&A during the life of the project
(establishment, billings, reporting &
closing)
o Take the lead on coordinating prior
approvals from the sponsor
o Collect income from sponsor
o Property reporting to sponsor
Center Project Post Award Financial Management Roles & Expectations within Discovery Park --- 11/14/11
Center Business Manager/Director of Financial
Affairs (Center/Lead BM/DFA)
Project Manager (PM)/Operations Manager
(OM)/Managing Director (MD)
Non-Lead Department Business Office (BO) for
Co-PI
Sponsored Program Services (SPS) PostAward

Reporting
o Create ad hoc financial reporting as
requested
o Assist SPS when requested, in providing
additional detail for a financial report to
the sponsor.

Reporting
o Create ad hoc reporting as requested
o Customize to PI’s preference, the
projections/forecasts using data from the
Business Office. This may include
combining forecasts to provide a total
portfolio picture.
o Assist PI & Co-PI’s with annual technical
reports
o Be a resource to SPS as sponsor
financial reports are being completed.

Reporting
o Create ad hoc financial reporting as
requested
o Complete sponsor financial reports in
conjunction with SPS

Reporting
o Create/submit sponsor required
Financial reports
o Prepare fiscal reports to be included
with Technical/Management reports or
review /approve fiscal reports drafted
by PM or BM.

Human Resource Services
o Provide business support for posting new
positions
o Review salary offers to make sure they
are within HR, Unit and award range
o Prepare offer letter and obtain proper
signatures.
o Assist with employee relation issues

Human Resource Services
o Provide support for developing new
position descriptions
o Assist with interview process as needed
o Work with PI/appropriate unit BM to
determine starting salary
o Assist with training new staff
o Potential first contact for employee
relations issues (Purdue HR notified as
required)

Human Resource Services
o Provide business support for posting
new positions
o Review salary offers with Co-PI’s to
make sure they are within HR and
Unit range
o Review offer letter and obtain proper
signatures.
o Assist with employee relation issues

Human Resource Services – n/a

Supervision
o Departmental office will supervise
between 1 – 8 bi-weekly/administrative
staff
o DFA will have responsibility for 2 – 40 or
more bi-weekly/administrative staff
o Assist with training new staff
o Conduct Performance Reviews

Supervision
o Operations Manager – little supervision
o Managing Director – supervision as
delegated by Director (can range from
one to several staff members)
o Assist with training new staff
o Conduct Performance Reviews

Supervision
o Departmental office will supervise
between 1 – 8 biweekly/administrative staff
o Assist with training new staff
o Conduct Performance Reviews

Supervision
o Sr. Account Mgr will supervise
between 1 – 3 biweekly/administrative staff
o Assist with training new staff
o Conduct Performance Reviews

Procurement
o Reconcile departmental credit cards
o Fiscal approver of requests to purchase
(for RCC of the Center)


Procurement
o Reconcile departmental credit cards
o Fiscal approver of requests to
purchase items on SP

Procurement
o Review equipment purchases > $50K

Signature Delegation
o Comptroller/SPS delegation - $2,500 or
$50,000
o Department head delegation
o Preaudit documents

Procurement
o Approve requests to purchase
o Assist with capital equipment specing,
sole source justification, purchase and
installation as required
Signature Delegation
o Purchasing delegation (Based on
delegation from the Director. A
Managing Director may have greater
authority)

Signature Delegation
o Comptroller/SPS delegation - $2,500
or $50,000
o Department head delegation
o Preaudit documents

Signature Delegation
o SPS Staff delegations for various
documents and reports (see SPS
Staff Delegation Record)
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Center Project Post Award Financial Management Roles & Expectations within Discovery Park --- 11/14/11
Center Business Manager/Director of Financial
Affairs (Center/Lead BM/DFA)
Project Manager (PM)/Operations Manager
(OM)/Managing Director (MD)
Non-Lead Department Business Office (BO) for
Co-PI
Sponsored Program Services (SPS) PostAward

Payroll
o Leave tracking (vacation, sick) for center
staff
o Ensure all Personnel Activity Reports are
completed and submitted
o Ensure all employees are paid properly
o Coordinate changes with other business
offices

Payroll
o Assist with Personnel Activity Reports
(for center staff) to ensure all are
completed
o Provide guidance to the Center &
Departmental BMs on appropriate
internal orders for personnel salaries to
be charged

Payroll
o Leave tracking
o Ensure all Personnel Activity Reports
are completed and submitted
o Ensure all employees are paid
properly

Payroll
o Closing review
o Unlike circumstances review
o NIH salary cap review
o NSF Two-Month Salary Policy
reviews (annual & closing)

Communication
o Liaison between PM/OM/MD,
Departmental BO & SPS
o Liaison between dean/DH/VP and central
offices to facilitate new programs
o Policy analysis/implementation

Communication
o Liaison between Director/PI and Center
BM

Communication
o Liaison between Co-PI and Center
Business Office to facilitate items
o Policy analysis/implementation

Communication
o Liaison with Center Business Office to
facilitate items
o Policy analysis/implementation

Space
o

Space
o Coordinate space, furniture and other
logistic requirements as needed

Space
o

Space – n/a
Responsibilities of Business Offices and SPS are also identified in: Account Management Guidelines, SPS Tasks Checklist, and the Business Office Task Checklist.
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